Office Coordinator

iCapital•Salt Lake, UT

21d•Onsite

About The Position

iCapital is seeking an Office Coordinator to support day-to-day office operations and help provide an exceptional workplace experience for employees and visitors. Working closely with the Office Manager, the Office Coordinator will help maintain smooth operations and high hospitality standards, coordinate workplace services, and provide administrative support. The role is an operational partner to the Office Manager and assumes responsibility for essential office functions when the Office Manager is absent. The successful candidate is organized, service-oriented, proactive, and comfortable supporting employees across all levels in a fast-paced environment. The position is onsite Monday through Friday during standard business hours. The role requires the ability to lift and move up to 40 pounds and to handle sensitive employee or business information confidentially.

Requirements

Strong organizational and time management skills.
Excellent written and verbal communication abilities.
Customer-service- and hospitality-focused mindset.
Ability to multitask and prioritize competing responsibilities.
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PowerPoint.
Ability to quickly learn company systems and workplace technologies.
Strong attention to detail and follow-through.
Experience supporting events, vendor management, facilities operations, or employee engagement programs.
Work onsite Monday through Friday during standard business hours.
Professionalism, discretion, and sound judgment.
Positive attitude and willingness to support office needs as they arise.
Ability to lift and move up to 40 pounds.
Ability to maintain confidentiality when handling sensitive employee or business information.

Nice To Haves

Experience with workplace management platforms such as OfficeSpace, Coupa, Expensify, Sharebite, or similar systems.

Responsibilities

Support the Office Manager with daily office operations, office documentation, inventories, operational procedures, administrative projects, and special initiatives.
Serve as a welcoming, professional point of contact for employees, guests, and vendors; respond to workplace-related requests and direct inquiries appropriately.
Coordinate employee engagement activities, office events, breakfasts, lunches, celebrations, workplace initiatives, conference room readiness, event setup, and communications about office updates, policies, and workplace programs.
Monitor, maintain, and replenish pantry supplies, snacks, beverages, office supplies, consumables, onboarding materials, welcome kits, and office equipment; identify low inventory and keep pantries, kitchens, storage and inventory areas, and common spaces organized and presentable.
Receive, organize, and distribute deliveries, and coordinate replenishment orders as needed.
Coordinate vendor visits, maintenance requests, repairs, service appointments, building management interactions, and vendor relationships.
Assist with office walkthroughs to identify facility issues, escalate concerns to the Office Manager and Regional Facilities team, and support timely resolution.
Assist with office projects, office moves, furniture installations, workplace improvements, and other facilities-related initiatives.
Support onboarding, including workstation preparation, welcome materials, office orientations, and coordination with IT and other internal departments to prepare new hires.
Support health, safety, security, and emergency preparedness initiatives, including fire drills and safety communications, and help ensure workplace policies and procedures are followed.
Maintain confidentiality when handling sensitive employee or business information.
Assume responsibility for essential office functions when the Office Manager is out of the office, including during PTO, business travel, or other absences.
Act as a trusted extension of the Office Manager and Workplace Team.